4 | OpenTable Reservations in SmartPOS

This article outlines how OpenTable reservations can be retrieved and interacted with in SmartPOS.

Minimum Bepoz version of 4.6.1.20 Released 12/04/2021
For the OpenTable bookings & walk-ins (Reservations) to be able to be retrieved in SmartPOS, the integration first needs to be set up and configured by Bepoz support

Receiving real-time Reservation and Guest data from OpenTable
Sending Table Status updates back to OpenTable in real-time
Sending a 'Paid' status back to OpenTable in real-time once a Table has paid-in-full and the Transaction is Closed

At least one Till Function Button(s) used for retrieving the Reservations will also need to be added to a Till Function Map that can be accessed on the SmartPOS Workstation being used

Prior to retrieving any Reservations in Bepoz, they must first be confirmed in the OpenTable Guest Center (either via the web or mobile app)
Also, prior to interacting with a Table in SmartPOS; i.e. opening the Table Transaction and adding/ordering items, the Table must be Seated in OpenTable first

Once the Table has been Seated via the OpenTable Guest Center, it may be opened in SmartPOS

Depending on how your system is configured, there may be one (1) or multiple Till Function Buttons that can be used to retrieve OpenTable Reservations in a list
These Buttons can be configured in a number of ways to show either a Full Reservation List or to narrow it down based on things like Seated vs. Unseated, Days, Time Ranges, etc.
The below example contains options and some common best practices, including:

Seated Tables Only
Full Reservation List (both Seated & Unseated)
Unseated Tables Only
Brunch bookings which will then prompt the Operator to choose from a selection of days
Lunch bookings which will then prompt the Operator to choose from a selection of days
Dinner bookings which will then prompt the Operator to choose from a selection of days

When one of the Till Function Buttons is selected, either the Reservations that match the Button's configurations will be retrieved and shown or the Operator will be prompted to make another selection; this depends on how the Till Function Button is configured
As an example, if the 'Seated Reservations' button is selected from the above where the button is configured to retrieve and display all Reservations that are currently Seated and Active, there will be no further prompts and the list will appear:

For any of these Till Function Buttons that are configured to ask for another selection, the following prompt will appear:

This will allow for choosing a specific day (Yesterday, Today, or Tomorrow) to then retrieve and display the Reservations that match the time frame as configured for the Button
Or, if another option is selected (Next 3 Days, Next 7 Days, or This Month), all Reservations matching to the selection will be retrieved and displayed with no time frame considered
To continue this example, we would have many options based on the time frames configured Brunch, Lunch, and Dinner and the other selections such as viewing Yesterday's Dinner Reservations, today's Lunch Reservations, or Tomorrow's Brunch Reservations

As a Table is progressed through their dining service using the 'Course Away' and 'Course Served' Till Functions buttons that have been configured on your Till Function Map, the Table status will be automatically updated in real-time in OpenTable
For example, after a Table has ordered and a Course (1st, 2nd, or 3rd) has been marked as either 'Away' or 'Served' in SmartPOS, the Table's status will immediately change to the matching Course in OpenTable
Additionally, after a Table has paid-in-full in Bepoz and the Table in Closed, the status will immediately change to 'Paid' in OpenTable where an Operator can progress it through to Finished

From any list (Seated or Unseated) we can view certain important data from the list itself, including:

Additionally, to view more detailed Reservation and Guest data, highlight a Reservation from the list and select the 'Details' button at the bottom of the window
This will open another window showing important Reservation data and notes, Guest contact information, dining preferences, etc.